Help Wanted: Volunteer Club Secretary

Become Our New York Eagles Volunteer Club Secretary!

Do you love basketball and want to play a key role in our club's success? We're searching for an enthusiastic and organised individual to join us as a volunteer Club Secretary. This position is vital for keeping our club running smoothly and efficiently.

As the Club Secretary, you'll be the heart of our administrative team. You'll handle club records, organise meetings, and communicate with members, coaches, and officials. If you're detail-oriented and passionate about basketball, we want to hear from you!

Interested? Check out the job description below (or see the PDF) and email us to apply. This is a wonderful opportunity to make a significant impact in our community and support the future stars of basketball.

Don't just watch from the sidelines—join the York Eagles family team!

Download Job Description in PDF Format

JOB DESCRIPTION: Volunteer Club Secretary

LOCATION: York Eagles Junior Basketball Club, York, United Kingdom

POSITION: Volunteer Club Secretary

REPORTS TO: York Eagles Committee

PURPOSE OF THE ROLE: The Club Secretary is responsible for ensuring the smooth operation of the York Eagles Junior Basketball Club. This role involves responding to communications from parents, players and the public, as well as monitoring and implementing the various policies and procedures from Basketball England. 

REQUIREMENTS: 

Application Form: Complete an application form detailing relevant experience, qualifications, and employment history.

Self-Declaration: Provide a self-declaration of any relevant convictions or investigations.

References: Provide at least two references, including one from a previous role involving work with children or young people.

DBS Check: Undergo or prove an enhanced Disclosure and Barring Service (DBS) check within the last three (3) years and keep up to date per Basketball England requirements. 

Interview: Attend an interview with at least two club representatives, focusing on safeguarding knowledge and suitability for the role.

Safeguarding Training: Within one (1) month of appointment complete Basketball England’s Safeguarding Training Course and keep up to date with any additional training requirements from Basketball England.

KEY RESPONSIBILITIES:

• Communication: Be the first point of contact for club enquiries and dealing with all correspondence. Receive and respond to communications from Basketball England, York Eagles website and parents/players. This will involve technologies such as Stack Team App, WhatsApp, the club’s website, Basketball England’s Portal, and various social media. Setup and populate required WhatsApp groups for the Club. Setup and populate Stack Team App with all Club members and associate with the correct team. 
• Record Keeping: Maintain up to date records and reference files.
• Player/Volunteer Database: Collect and maintain the player and volunteer contact database and make it available to the relevant members of the club as needed for emergency contacts. 
• Meetings: Organise and attend key meetings (including Annual General Meetings). Take and disseminate club minutes
• Compliance: Ensure relevant affiliations are completed and the club is following Basketball England standards and rules.
• Insurance: Ensure insurance is up to date and relevant
• Mediate: Taking responsibility for personal conflicts of interest and declaring, recording and managing these appropriately.
• Venues: Coordinate with our venue providers to have available venues for training and games throughout the year. 

SPECIFICATION:

• Experience: Experience not required, but preferred. 
• Skills: Excellent communication and interpersonal skills. Willingness to work with the York Eagles Committee as part of a team.
• Qualifications: Basic administration and computer skills. Basic advice and support-provision skills. Communication skills, including use of social media.
• Attributes: Willingness to work as part of a team. 

TIME COMMITMENTS: 

The normal basketball season starts in late August but Club activities continue throughout the year. Here are some of the key milestones for the Club Secretary that happen throughout the year: 

ALL YEAR:

• Schedule and attend monthly committee meetings as and when required. 
• Attend Club-wide meetings as and when required. Normal schedule is Annual General Meeting (AGM) in September, a December Meeting, and a March meeting.
• Coordinate with the Fixtures Secretary the fixtures and any fixture changes agreed between York Eagles and other Clubs.
• Work with Coaches on issues related to Coaching at York Eagles and Senior Coaches from a non coaching perspective.
• Increase your knowledge of the Club and areas that may require help and support.
• Be responsible for and/or delegate work in technology used by the Club – website, Stack Team App, Basketball England Portal, WhatsApp and other technological areas.
• Be aware of and if necessary involved with Social Media communications.
• Ensure that by working with the Club Welfare Officer (CWO) our policies and procedures are available and up to date.
• Ensure the Basketball England Club Accreditation process is completed in a timely fashion. 
• Be aware of the work of the Referees Coordinator and support/advise when needed

SEPTEMBER: Annual General Meeting preparation. Prepare a Club Secretary's report. Arrange room and agenda. Circulate agenda to Club members. Take minutes and circulate. 

MARCH: Prepare Club meeting for a review of the season. Decide on teams for September with Coaching Staff. Discuss Summer Programme and provisional schedule for September. Bookings for venues in the summer. Provisional Committee for season starting September (approved at the Annual General Meeting (AGM). Summer fees and seasonal fees.

APRIL: Awards night. Collection of shields from previous year. Order trophies. Receive nominations and prepare award night agenda. 

MAY: Entries to the National League (NL) to send and pay for. Need the Team Managers details

JULY: Start Summer Programme. Receive first National League (NL) League Clubs and Leagues. Review possible changes can be made. Confirm venues, fees and bookings from September at York College, York Leisure Centre and other venues.

AUGUST: Fixtures received from Basketball England. Confirm fixtures with other Clubs. Training starts. Confirm venue availability dates due to exams, open evenings, holidays, etc. 

REMUNERATION:

This is a volunteer role, however:

York Eagles will pay for Basketball England Club Membership as required.

York Eagles will pay for Basketball England's Safeguarding course as required.

York Eagles will pay for Basketball England's enhanced DBS check and/or renewal as required. 

How to Apply: Interested candidates should submit their application form, self-declaration, and references to theyorkeagles@gmail.com. For more information, please contact the York Eagles Junior Basketball Club at theyorkeagles@gmail.com.